You can feel it in the atmosphere of the office when the entire team is cohesive with their shared mission. The vibe impacts patients, of course, but also energizes the staff about how they can contribute to the practice’s myopia management goals.
At Grand Eye Care in River Grove, Illinois, Grant Miller, OD, has developed a strong myopia management culture among his staff. His team’s knowledge, beliefs, values and communication guide what they do.
- Knowledge: We use our knowledge to raise awareness of the problem so a parent can learn and adapt in an environment focused on understanding that childhood myopia is abnormal.
- Beliefs: We believe that doing nothing is the greatest risk for a child when it comes to myopia progression.
- Values: We value the fact that every diopter of myopia matters to the long-term health and function of the visual system.
- Communication: We effectively communicate all of the solutions to slowing the progression of childhood myopia.
GET SPECIFIC ABOUT ROLES
Laurie Sorrenson, OD, FAAO, and Eric Hammond, OD, of Lakeline Vision Source in Cedar Park, Texas, designated a Myopia Management Counselor as the leader of their myopia management segment about five years ago. This role involves scheduling follow-up appointments with myopia management patients and explaining the program to prospective children and parents, which helps reduce chair costs and frees up doctors’ time.
Whether you promote this position from within or hire someone with the right background, take the time to find the right person. Their current Myopia Management Counselor was previously a technician experienced with orthokeratology lenses and myopia management contact lenses. She has attended various myopia meetings and continues her education.
TRAINING STAFF MEMBERS
Existing staff members will also play a role in your myopia management process and will need to learn new skills and techniques unique to myopia management. In addition to the coordinator or counselor role, offices can benefit from specialized technicians and education specialists, says Melanie Frogozo, OD, FAAO, of Alamo Eye Care in San Antonio, Texas.
Katherine Schuetz, OD, of Little Eyes in Carmel, Indiana, says that having the proper infrastructure, which includes people, in place is essential. She calls the “lack of parental and patient understanding of the benefits of reducing the progression of myopia” one of the biggest barriers to a successful practice. But “if you have staff members who can take over parents/patients at the end of your consultation to explain the treatment plan in more detail, review the costs, and discuss the informed consent, the myopia management segment of your practice will succeed.”
Training is critical for efficient myopia management delivery. Since myopia management is predominantly pediatric, all team members should be oriented to meet the needs of young patients.
- Front office personnel. Communicate with parents about myopia management care and scheduling appointments.
- Billers and insurance specialists. Learn to bill for myopia management services and verify benefits, as these services may not always be covered.
- Opticians. Increase involvement in clinical matters, as contact lenses and pharmaceuticals may alter the patient’s spectacle experience.
- Technicians. Train on new instrumentation and specifics of pediatric eye exams.
ENCOURAGE EQUIPMENT EFFICIENCES
The two primary devices they will need to use are the biometer and the topographer, according to Dr. Sorrenson and Dr. Hammond. In their office, all technicians learn to use these devices during patient workups, especially for nearsighted children. Particularly skilled technicians can become proficient with the slit lamp and contact lens insertion and removal training.
Reinforce education through regular training and weekly meetings, as staff confidence is key to the office’s success.
STAFF TOUCHPOINT OPPORTUNITIES
Does your staff understand how they can contribute throughout the exam experience? Dr. Grant Miller advises training staff to guide conversations toward myopia management.
- Scheduling an exam. Present the option of scheduling a childhood myopia screening. The screening is a part of the regular exam, but the presentation opens the conversation.
- Check-in. Give the parent a form on childhood myopia to review before they are taken back to the exam room.
- Pre-test. Reinforce concern during pre-testing with autorefraction and biometry.
- The exam. Put the focus on letting the parent know that you are concerned about their child’s eyes. Make a connection that builds trust and reaffirms to the parent that increased screen time negatively impacts their child. Keep it simple to prevent confusion.
- Check-out. Reinforce the myopia problem message in the coming days and weeks with patient communication emails or texts.
Related Articles
Educate Skeptical Staff Members About Myopia Management
Redefining Myopia Management Champion
Bring Associate ODs on Board with Myopia Management
Cultivate a Culture of Myopia Management in Your Office
Maximize Staff in Myopia Management
Properly Staff a Myopia Management Practice
Read more articles in the Getting Started with Myopia Management series. Be sure to check back as the series will be updated regularly with more content.
